Procurement Services Department Changes to Shared Services; SourcePoint Implementation

Posted on 1/27/21 3:41 PM

Dear IUP Colleagues,

We would like to provide you with the following important update regarding the IUP Procurement Services' transition to the State System Shared Services model and becoming the Regional Procurement Office. As you may recall from previous communications from our office that as part of the RPO, IUP's procurement department, along with Clarion, California, Edinboro, and Slippery Rock will comprise the new Western Regional Procurement Office beginning January 16.

Within the newly formed RPO office, each university has been provided with a designated procurement liaison. This individual will be the first person you can call to ask questions about a requisition or to help you identify the purchasing agent working on your order or request. IUP's Procurement Liaison will be Tracey Emanuel, and many of you are already very familiar with reaching out to her for assistance today.

Tracey Emanuel can be reached by calling the IUP Procurement Services phone number (724-357-3077), this number will not change, the only difference now when you call, you will be provided with a choice selection number to reach Tracey. Additionally, Tracey will have access to her IUP email for a short time but can be reached via email using her new email, temanuel@passhe.edu.

Below we are providing you with some updates to processes that will go into effect January 16, 2021:

Central Stores

Central Stores is now reporting to Sam Phillips, associate vice president for University Operations and Administrative Services, and the Central Stores supervisor is Robert Zack. Reservations can still be placed and filled as usualthere are no changes to your current reservation process. Should you have questions or need assistance, you can contact Central Stores at 724-357-3015 or by emailing central-storeroom@iup.edu.

IT Hardware and Software requests

As in the past, Procurement and IT services want to remind all users to verify all hardware and software purchases with IT services first. Once verified/approved, please attach the email or the quote from IT to your requisition. This step will help streamline the ordering process and ensure system compatibility and software support.

Hotels/Bus Requests

IUP Procurement has established and negotiated pricing contracts with two local hotels and three bus companies for campus use. Each department will now have the ability to book their own bus needs and hotel reservations per the terms and pricing of these contracts. Each department will be required to confirm the invoice with accounts payable for payment, and a requisition will no longer be required.

Below is the current list of contracts:

Contract # Type Contractor Start Date Expiration Date
4700005096 Hotel - Conference Svcs IUP Hotel Partners, LP/HGI 7/1/2020 6/30/2021
4700005088 Hotel IUP Hotel Partners, LP/HGI 7/1/2020 6/30/2021
4700004988 Hotel Quality Inn and Suites 7/1/2020 6/30/2021
4700004721 Bus Mlaker Transportation, Inc. 7/1/2020 6/30/2022
4700004719 Bus McIlwain Charters, Inc. 7/1/2020 6/30/2022
4700004722 Bus Fullington 7/1/2020 6/30/2022

Pest Control Service Calls

Procurement Services will no longer receive or issue out calls for pest control services. IUP Facility Services can assist you with your request by calling 724-357-2710 or entering a work order in the IUP work order system. This new process allows for better tracking of service calls to the university customers.

Copier Service Calls

Procurement Services will no longer receive or issue out service calls for Doing Better Business and Henry Hall. All equipment serviced by these two businesses have been updated with call tags. All department users can now contact these businesses directly for service to their copiers.

Doing Better Business - Per label on machine

Henry Hall - Per label on machine

  • 724-463-3130 and provide machine ID (noted on the label)

Printer Service Calls/Toner/Ink

If the IUP department has a printer serviced by IUP's managed print program, AMCOM, your unit will have a tag from this business on your printer.

In this case, the department user can contact AMCOM per the label for toner and ink needs.

Amcom - Per label on machine

  • 1-800-287-5549 and provide machine ID (noted on the label)

If the IUP department has a printer not serviced by the IUP managed print program, users may need to do one of the following:

For Toner Cartridges

  1. Check with Central Storeroom to see if your printer toner is available; if yes proceed with reservation
  2. If not available, your options are:

For Ink Cartridges

  1. Check with Central Storeroom to see if your printer ink is available; if yes proceed with reservation
  2. If not available, you will need to purchase your printer ink through Staples

SourcePoint (SAP Ariba)

SourcePoint is the name for Pennsylvania's State System of Higher Education implementation of SAP Ariba, which is the new procurement software system being implemented. This implementation is planned for April 2021.

Since June 2020, the SourcePoint implementation team has been hard at work building the future of Procurement for PASSHE, streamlining and enhancing the procurement experience for both employees and suppliers.

You can look forward to

  • A new, simple to use Guided Buying experience

  • Easy access to contract data

  • Access to a larger supplier pool with brand-new vendors

  • Unprecedented spend visibility, allowing us to better leverage our spend and reduce costs

You can expect these benefits and many more! There will be changes to the way we do our work today, but we will be providing learning opportunities and communicating all the information you need to know to be successful.

You will find the latest SourcePoint newsletter at the PASSHE SourcePoint Portal, which is loaded with lots of valuable information, links to resources, training opportunities, and upcoming demos (check out the Open House SourcePoint Demos section of the newsletter.) The SourcePoint Portal will be regularly updated with important information regarding the new SourcePoint software system as we progress through the implementation stages this semester.

We will continue to provide further communication and information updates throughout this upcoming spring semester as we transition from IUP Procurement Services to the RPO and regarding the new SourcePoint project.

If you have any questions regarding the information in this email, please contact Tracey Emanuel at temanuel@passhe.edu.

Best Regards,

Debra L. Fitzsimons
Vice President for Administration and Finance